Absence Request

In a paper-based office an absence request may be a form which an employee hands to their line manage or a member of the human resources team for processing. Within an employee self service system, the process is automated and can be delegated to line managers.

An absence request is part of a process which ends with the employee being allowed to take the requested time off or being asked to book alternative dates. A line manager or member of the human resources department must check the details of the request against other bookings. In some cases, the request will be rejected or suitable cover may need to be arranged, in other cases work can be arranged around the planned absence so it does not impact on productivity. An employer can place restrictions on when leave may be taken or how much leave can be taken at once.

An employee may request to cancel an existing booking they have made. This will typically follow the same approval path as the initial request for the leave, being dealt with by a line manage or human resources department. An employer may be able to refuse to allow the cancellation; an employment contract or other agreement should define the policy that will be applied in such a circumstance.

An employer may cancel an employee’s leave once approved. They must provide the employee with the same period of notice as the leave that was booked plus 1 day. Employers are required to allow an employee to take statutory leave. This type of action is likely to have a negative impact on employee relations so should not be a usual course of action.